Meetings & Events Manager

The Institutes • Malvern, PA

3d • Onsite

About The Position

The Institutes are a not-for-profit comprised of diverse affiliates that educate, elevate, and connect people in the essential disciplines of risk management and insurance. Through products and services offered by our nearly 20 affiliated business units, people and organizations are empowered to help those in need with a focus on understanding, predicting, and preventing losses to create a more resilient world. The Meetings and Events Manager is responsible for all essential aspects of conference and event planning for their assigned events. This includes pre-event, on-site, and post-event planning for both in-person and virtual events. In addition, the role includes ownership of all Institutes initiatives and projects as assigned, as well as all administrative work associated with these initiatives and projects. The Meetings and Events Manager will act as the point of contact for internal and external customers.

Requirements

• Bachelor’s degree or equivalent experience required.
• Minimum of 3-5 years meeting/event planning experience required.
• Contract negotiation/renegotiation skills.
• Sourcing and budgeting experience required.
• Demonstrated vendor management experience including production and registration vendors.
• Demonstrated event management experience.
• Proficiency in Microsoft Office programs.
• Exceptional oral and written communication skills and ability to communicate throughout all levels of the organization, both internally and externally.
• Ability to read, understand, and follow oral and written instructions.
• Ability to present information and respond to questions professionally and effectively, conversationally and in written communications.
• Pays close attention to all aspects of a project or responsibility; understanding even little things can have an impact in the outcome of a project.
• Ensures work quality is to the highest standards.
• Must be highly self-motivated and demonstrate a high sense of urgency and ability to effectively prioritize and execute tasks in a high-pressure, deadline-driven environment.
• Must be detail-oriented and possess strong organizational and follow up skills.
• Ability to generate and evaluate alternatives prior to making a decision while also considering the risks associated with each option and selecting the option which has the best balance of risk and reward.
• Evaluates the effectiveness of decisions after they have been made.
• Ability to meet tight deadlines.
• Focuses on an outcome, not just the process to deliver a service or goals.
• Ability to work in a team-oriented, collaborative environment across organizational boundaries in a constructive and collaborative manner.
• Exceptional interpersonal skills, with a focus on rapport-building, listening, and questioning skills.
• Ability to develop and implement multiple events simultaneously.
• Ability to process competing inputs, establish priorities, and make timely decisions in a fast-paced event environment.

Nice To Haves

• nonprofit industry experience preferred
• CVENT, Passkey, Event Management and Hospitality Solution software experience preferred

Responsibilities

• Develop and implement detailed program needs (including but not limited to room set-up, function times, audio visual, menu selections, on-site/off site events, DMC operations, special events, ground transfers, room deliveries and VIP needs).
• Provide on-site program assistance (i.e. attend pre-conference, advance all functions, verify room set-ups, review banquet checks and assist with VIP needs).
• Direct responsibility for program development, planning, execution, and all its components, of all assigned initiatives and projects from the point of venue selection to post event recap and bill reconciliation.
• Ensure the seamless execution of event registration processes, including online registration setup, reporting, and on-site registration and attendee check-in.
• Coordinate with third-party registration vendors to implement updates, customize functionality, and resolve system issues or errors.
• Participate in the strategic planning process for all meetings and events, acting as an event logistics subject matter expert.
• Proactively gather all necessary information on each project to achieve high quality of all aspects for each meeting/event.
• Conduct, research and participate in site visits, and find resources to help staff make decisions about meeting/event locations.
• Prepare budgets for all Enterprise-wide meetings and events during planning and final reconciliations.
• Monitor and process meeting and event expenditures through the online accounting system, partnering with event leadership to help ensure expenses remain within approved budget parameters.
• Serve as a liaison with vendors and clients on meeting/event related matters, including A/V, hotel, Systems, consultants, and more.
• Participate in and contribute to internal and external team meetings.
• Work cross functionally with other departments.
• Propose new ideas to improve the event planning and implementation process.
• Maintain and actively manage event project plans, tracking timelines, milestones, dependencies, and deliverables while ensuring all planning activities are completed on schedule to support the successful execution of each event.
• Keep current on industry trends and recommend modifications to operational plans as needed.
• Assume other duties and responsibilities not specifically outlined herein, but which are essential to the position.

Benefits

• 401(k) plan with company contribution up to 16%
• Generous time off package that includes paid vacation, personal, sick, and holidays
• Paid maternity and parental leave
• Tuition reimbursement
• Medical, dental, vision, and prescription coverage
• Free lunch every day when working on campus
• Onsite fitness center
• Beautiful 1.25-mile walking path

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level